Admin and Operations Coordinator
Location: Dubai, UAE | Type: Full time | Experience: 2 plus years in admin, HR, or operations roles
About Arbitrary
Arbitrary is a multidisciplinary design and fabrication studio in Dubai that transforms ideas into impactful physical experiences. From product showcases to brand installations, we bring together design, engineering, and execution with precision and creativity.
As our projects grow, so does the need to keep our operations sharp. We are looking for an Admin and Operations Coordinator to support the daily functions that keep the studio running efficiently and ensure that our team and projects stay on track.
The Role
The Admin and Operations Coordinator plays a central role in supporting internal operations across admin tasks, HR assistance, procurement coordination, and office logistics. This is a multi-functional role ideal for someone who is organized, proactive, and thrives in structured fast-paced environments.
You will work from our Al Quoz office and support the team by ensuring everything from documentation to vendor follow-ups is handled smoothly and professionally.
What You Will Do
Administration and Office Coordination
- Maintain organized company documentation, records, and forms
- Format proposals, contracts, and client documents for review or submission
- Coordinate meetings, internal reminders, and calendar updates for the team
- Track and manage office supply needs and ensure smooth purchasing processes
- Ensure the workspace is maintained, functional, and well organized
Procurement and Vendor Follow-up
- Coordinate with vendors and suppliers to ensure timely deliveries and order status updates
- Source quotes from new suppliers and manage price comparison sheets
- Maintain accurate records of purchases, receipts, and supplier contacts
- Schedule and follow up on equipment repairs, services, or facility support
Finance and Subscription Management
- Upload receipts and categorize business expenses in Zoho Books
- Track monthly payments including utilities and software subscriptions
- Maintain an active list of recurring subscriptions and upcoming renewals
HR and Team Coordination
- Assist with posting job ads, screening CVs, and scheduling interviews
- Maintain staff records including leave requests, team forms, and holiday tracking
- Send team-wide reminders for project tasks, daily updates, and check-ins
- Support onboarding of new hires by organizing documentation and checklists
Process Support and Internal Research
- Conduct local research on vendors, pricing, or service providers
- Assist project teams with ad hoc logistics research and coordination tasks
- Document process updates and support improvements to internal SOPs
What You Will Bring
- 2 plus years of experience in an admin, HR, operations, or office coordinator role
- Proficiency in Google Workspace including Docs, Sheets, Calendar, and Drive
- Strong communication and coordination skills in English
- Familiarity with tools like Zoho Books, Trello, or similar platforms
- Ability to manage priorities across multiple workstreams and deadlines
- Detail-oriented with excellent documentation and follow-up habits
- A professional yet friendly presence in a team setting
Nice to Have
- Background in a creative or design services company
- Prior experience managing suppliers or procurement in the UAE
- Basic understanding of finance or bookkeeping workflows
What Success Looks Like
- Ensure 100 percent of office supplies and vendor deliveries are tracked and followed up weekly
- Maintain zero delays in scheduled utility payments or software renewals
- Deliver weekly completion of internal reminders with positive team feedback
- Keep all documentation and project folders organized and up to date across Google Drive
- Propose and implement at least one workflow improvement or operations system each quarter
Why Join Arbitrary
At Arbitrary, we combine creativity with structure. As Admin and Operations Coordinator, you will be the steady hand behind the scenes helping ideas become reality. You will work across departments, gain exposure to fast-moving design and fabrication projects, and have the freedom to make operations more efficient every day.
If you enjoy organizing people, processes, and systems—this is your seat at the table.
Job Type: Full-time
Pay: AED2,000.00 - AED4,000.00 per month
Ability to commute/relocate:
- Dubai: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- Are you comfortable using Google Workspace and can you manage basic data entry in tools like Zoho Books or similar?
- Describe one example where you helped improve organization in an office or team setting.To confirm you have read the full job post, please include the phrase “organized execution” in your application message.
Education:
- Bachelor's (Preferred)
Experience:
- administrative or operations role: 2 years (Required)
Location:
- Dubai (Required)
Application Deadline: 20/07/2025
